Receptionist

Salary: $70,000.00 Annually
Location : Boston, MA 02116
Job Type: Full-Time
Job Number: 25-20996
Department: MBTA - General Manager
Area: 001-General Manager
Opening Date: 05/02/2025
Closing Date: 5/16/:59 PM Eastern
Max Number of Applicants: 200
Licenses / Certifications: Please see job description.
Union Affiliation: Executive
Safety Sensitive: No; this is not a Safety Sensitive position.
On-Call or 24/7: No; this position is not classified as on-call or 24/7.
Essential Classification (Emergency Staff): No; this position is classified as non-essential (during declared States of Emergency).

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA's core values are built around safety, service, equity, and sustainability and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.
Job Summary
This position will play an integral role in customer services and the organizational strength of the General Manager's Office. The Receptionist will provide administrative support, greet and direct visitors, assist with conference room meeting reservations and set-up, monitor office supply inventory, and manage the daily mail process. This role will have exposure to confidential and sensitive information, thereby requiring professional discretion.

This position will be the primary point of contact in the reception area of the General Manager's Office and, such, will be greeting and engaging with executive staff, visitors, and colleagues to ensure professional front desk coverage and office support.

Duties & Responsibilities
•  Greet and direct visitors in a courteous and professional manner by maintaining employee and department directories of the Executive Suite and notifying Authority personnel of visitor arrival.
•  Build a rapport with staff and provide courteous and appropriate service to all visitors.
•  Maintain safe, clean, and professional reception area and conference rooms by complying with procedures and rules.
•  Provide basic and accurate information in person and via email.
•  Assist with conference room meeting reservations and set-up.
•  Assist with the scheduling and coordination of meetings within the Suite.
•  Provides administrative support and clerical duties, including photocopying, faxing, and filing.
•  Maintain office security by following safety procedures and controlled access to the GM Suite.
•  Coordinate the pick-up and delivery of mail services (e.g., FedEx, UPS, etc.), log and distribute mail daily.
•  Manage the office equipment (e.g., phone, fax, copier, etc.) and assist in the ordering, receiving, stocking, and distribution of office supplies.
•  Perform all other duties and projects that may be assigned. Supervision
•  No direct reports. Minimum Requirements & Qualifications
•  A high school diploma or equivalent (G.E.D.) from an accredited institution.
•  Two (2) years of administrative/receptionist experience.
•  Ability to comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. Successful applicant must have English language skills required for the effective performance of the position.
•  Excellent organizational, confidentiality, multi-tasking and time management skills.
•  Strong ability to multi-task.
•  Demonstrate exceptional etiquette and verbal communication skills, listening skills, and ability to maintain professionalism and composure under pressure.
•  Strong computer and analytical skills.
•  Proficiency in Microsoft Office Suite, including Word, Excel, Access, SharePoint, Teams, and PowerPoint.
•  Ability to pass the MBTA's Microsoft Office Professional test for Word and Excel.
•  Ability to handle sensitive and confidential information in an appropriate manner.
•  Excellent customer service and conflict resolution skills and a friendly demeanor.
•  Ability to provide internal and external customers with courteous and professional experience.
•  Ability to work effectively with a diverse workforce. Substitutions Include
•  None Preferred Experience and Skills
•  An Associate's Degree from an accredited institution in a related field.
•  Three (3) years of administrative/receptionist experience.
•  Two (2) years of administrative/receptionist experience in an executive setting.
•  Experience working in a public organization. Job Conditions:
•  Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
•  Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
•  Ability to provide internal and external customers with courteous and professional experiences.
•  Ability to work effectively independently and as part of a team (or supervise, if required).
•  Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
•  Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
•  Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
•  Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including a physical examination and drug and alcohol screenings.
•  Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
•  Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Disclaimers and Definitions:

•   General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.
•   Application Completion: It is each applicant's responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. Recruitment team does not have access to existing employee data / history.
•   Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
•   Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
•   Work Eligibility: Although the MBTA is an all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
•   Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.
•   Safety Sensitive Positions: . click apply for full job details